Job Description

BILINGUAL ADMINISTRATIVE MANAGER – MIAMI BEACH

 

I. COMPANY DESCRIPTION

 

IPC is a growing full-service property management company launched in 2004 to serve the needs of busy or absentee homeowners. We focus on luxury homes and condominiums, providing high-level, consistent service, unmatched by other service companies.

 

II. POSITION DESCRIPTION

 

The Administrative Manager, who reports directly to the CEO and is part of the company’s leadership team, is in charge of all non-client-facing activities necessary for the company to run smoothly while delivering the highest level of client service.

 

1. KEY AREAS OF RESPONSIBILITY

 

PERSONNEL RECRUITING, MANAGEMENT, TRAINING, DEVELOPMENT AND RETENTION

· Manage existing housekeeping and maintenance personnel

· Create and maintain hiring standards and execute hiring plans to match company growth

· Setup selection process for independent contractors and freelancers

· Onboard new employees and independent contractors

· Create training and development plans for employees and independent contractors

· Manage employee and independent contractor performance and retention including completing periodic performance evaluations

· Setup and manage employee benefits including paid time-off and a health insurance plan partially paid by the company

· Provide leadership and direction to the Office Manager

 

VENDOR SELECTION AND MANAGEMENT

· Establish process and criteria for vendor selection

· Onboard new vendors including data input and vendor information setup in QuickBooks, documenting vendor payment processes, etc.

· Coordinate payment plans for selected vendors and follow up

· Manage vendor performance and retention including completing periodic performance evaluations

· Ensure vendor redundancy and establish a plan for vendor failure recovery

 

SCHEDULING AND STAFFING OF CLIENT SERVICES

· Schedule and assign staff to all recurring and one-time client services including maintenance, repairs, home observations, renovations, special projects, etc.

· Indirectly manage and have final decision authority over housekeeping scheduling and staffing, which is directly managed by the Office Manager

 

CLIENT INVOICE PROCESS MANAGEMENT

· Manage the entire client invoicing process ensuring that all client-related charges are included on a timely basis and that every charge is accompanied by a clear, plain-language explanation

· Ensure that all client-related billable expenses, including credit card expense reimbursements, are transferred to client invoices in QuickBooks

· Create bills for materials and projects, associate them with correct clients and ensure that every charge is accompanied by a clear, plain-language explanation

· Transfer data from scheduling software (TSheets) to client invoices in accounting software (QuickBooks) adding notes as appropriate and ensuring that all billable time is accounted for

· Ensure that clients are invoiced for time and services in excess of their contracted plan allowances

· Prepare and maintain receipt folders for clients on a daily basis

· Perform a final review of all client invoices to ensure all charges are included, all information is correct and all items are clearly explained in plain language

· Send final invoices to clients

· Manage account receivables, take appropriate actions and report to CEO on a monthly basis

 

NEW CLIENT CONTRACT DOCUMENTATION AND ONBOARDING

· Setup new client processes including but not limited to new client contract creation and documentation, new client information files, scheduling of recurring services, client form of payment setup

 

CREDIT CARD RECONCILIATION

· Receive daily charges from credit-card-carrying employees, assign them to specific clients and enter them into QuickBooks on a daily basis

· Reach out to credit-card-carrying employees when there are charges without a client assigned or a clear explanation of the charge and make sure that all credit card charges are assigned to clients and have clear explanations in QuickBooks

· Assign credit card general and administrative expenses (non-direct-client-related) to appropriate general ledger accounts in QuickBooks

 

PAYROLL

· Gather information on employee worked-hours from TSheets and generate Paychex order every two weeks

· Gather information on independent contractor and freelance (1099) worked-hours from TSheets and generate summary of payments to be made via Zelle every two weeks

· Create independent contractor and freelance (1099) payment bills in QuickBooks

 

COMPANY AND OFFICE MANAGEMENT PROCESSES AND SYSTEMS

· Provide leadership and direction to the Office Manager

· Document, establish, streamline and, to any extent possible, automate management processes to increase efficiency and productivity while minimizing errors and rework

· Research state-of-the-art business tools and software packages to improve communication, processes and outcomes

· Run company’s weekly leadership meetings

· Continuously liaise with other areas of the company (Finance, operations, sales, client service, quality control) to promote collaboration and ensure smooth company operation

 

2. KEY QUALIFICATIONS

 

· Fully bilingual – English/Spanish – With the ability to have complex business conversations in both languages and effortlessly communicate with individuals that only speak either English or Spanish

· Minimum Educational Achievement: High School Diploma or equivalent

· High proficiency in the use of the following software applications/systems:

o QuickBooks

o TSheets

o Microsoft Word and Excel

o Apple Pages and Numbers

o Paychex

o Clique

o CardPointe

· Team player

· Proactive, self-started with a streak of entrepreneurship

· Problem-solver with a can-do attitude

 

3. COMPENSATION AND BENEFITS

 

· Annual Salary: $50,000

· Paid Time-Off:

o 8 business days in the first year of employment

o 12 business days from year 2 onwards

o Maximum 5 business days taken at one time – 2-week notice required

· Company Holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas

· Health Insurance: Partially-Paid Health Insurance Plan to be set up by the Administrative Manager

 

4. WORK SCHEDULE AND LOCATION

 

· Schedule: 8:30 AM to 12:30 PM and 1:00 PM to 5:00 PM – Monday to Friday

· Location: 1521 Alton Road, Miami Beach, FL 33139

 

III. CONTACT

 

· Luis A. Zuluaga

Company Description

IPC is a growing full-service property management company launched in 2004 to serve the needs of busy or absentee homeowners. We focus on luxury homes and condominiums, providing high-level, consistent service, unmatched by other service companies.